Help/POS and Inventory/Stock in, moves and write-offs
Stock in, moves and write-offs
Stock arrives from suppliers, moves between your locations, and sometimes gets damaged or goes missing. Record each one and every location shows what is really on its shelf.
Screenshots use a fictional business and figures. Select an image to view it full size.
Stock in from a supplier
Go to Stock in and press New stock in.
Under Who, when and where, fill in the Supplier, the Supplier's bill or reference no., the Date and Where is the stock going?
Answer How was it paid?: Bank, Cash or Owner's own money. If you are GST-registered, also answer Do the costs on the supplier's bill include GST?
Under What came in, type an item's name or SKU, or scan its barcode, then set the quantity and the unit cost from the bill. The usual cost is shown under each line.
A delivery from Holland Nursery, read back in plain words before you receive it. Press Receive stock when the goods are on your shelf. Still checking the delivery? Press Save draft; a draft changes nothing until you receive it.
Nothing reaches your P&L when stock comes in. The stock goes onto your balance sheet at what you paid, the money leaves your bank or cash, and the GST counts towards your GST claim. The cost reaches your P&L when the stock sells.
Entered a delivery twice, or got it wrong? Open the received stock in and press Void, with a reason. The units come back out of stock and the money goes back as if it never happened.
Move stock between locations
Go to Transfers and press Move stock. You need at least two locations.
Choose Moving from and Moving to, then add items by name, SKU or barcode. Each line shows how many are free at the place they come from.
100 rose stems going from the warehouse to the shop. Press Move stock. If there is not enough free, you are asked first, and can press Move anyway.
Moving stock changes nothing in your books. A transfer in the list can be undone with Undo; the units go back and it stays in History as an undo.
Adjust or write off stock
For one item that is wrong, such as a few stems that wilted, open the item and press Adjust stock. To check a whole shelf, do a stock take instead.
Choose the Location, then Which way?: Down if there is less than the system thinks, Up if there is more.
Type How many. Going down, say What happened?: it was miscounted or lost, or it was damaged, expired or used up. Type a Reason; it stays on the record.
Writing off five wilted stems. The cost moves into cost of sales. Press Save change.
See every change
History lists every stock change, newest first: stock in, sales, invoices, returns, moves, stock takes and adjustments. Filter by location, by what happened, or by date, and press Export CSV to download what is shown.
Questions
What if the supplier's price changed?
Type the price on the bill. What your stock is worth always follows what you actually paid. In Settings, you choose whether the item's usual cost is updated to the new price.
I paid the supplier with my own card.
Choose Owner's own money. Your balance sheet shows the business owes you that back, or that you put more money in.
Can I record stock I will pay for later?
Stock in is recorded as paid, on the date you give, from the bank, cash or your own money. Choose the date the supplier was paid.
Does a write-off affect my profit?
Yes. Stock you write off, or that is missing at a stock take, becomes a cost in your P&L. Stock that turns up again goes back into stock and your cost of sales goes down by the same.
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